Vestry Meeting Minutes

 

 

 

Property Tour: Prior to the meeting, Vestry members toured the church grounds. Following items were noted:

·         Pine trees with ribbons will be removed (vestry would like as many hardwood trees to remain as possible) to allow for additional parking. Parking lot will be gravel as opposed to paving.

·         Permits – First $1,000 has been paid for permitting. Second $1,000 payment will be made in the next week or two. Bob U feels the permit will enable full foot print development including where the old trailer was located.

·         Spent a few minutes at the site of the Columbarium and Memorial Garden. Columbarium design will allow for a monument with cross in the middle. Niches (both single and double) for interment will be contained within the cross. In response to a question, Bob U. noted that a plaque containing names of those in the ground will also be placed. Ted Guilford will have further updates at our next meeting in July.

·         Propane tank – Will require a back hoe to remove the underground tank.

·         Children’s Vegetable Garden – Vegetables growing well. Will make announcements in the bulletins encouraging all to help themselves.

·         Wetlands – Bob U. noted the wetlands on the property side. We will need to remove some leaning trees to allow for ground drying. Suggestion that the trees could be sold for lumber. Bob Moore said they would try.

·         Garden beds in the front are still looking rough. It is difficult for our parish to continue to work these beds continually.  Need more plants and mulch as well as weeding. Linda suggested hiring someone from Phoenix or Good Shepherd as a day laborer to perform these tasks on a semi-weekly basis. Linda will review with Bob Moore. All appeared in favor of moving forward with help to assist us in getting our beds and surrounding vegetation in control.

Devotional: Meeting opened with a prayer of guidance from the Vestry blue book.

Roll Call:  Bob Underwood, Sr. Warden called the meeting to order and took roll.

Vestry attendees were:  Bob Underwood, Lenora Norris, Holly Blankenship, Chuck Harrill, Linda Lashley, Scott Yeakey, Carl Beckett, Jessel Wilder, Floyd Benfield, Danny Hooks and Bob Moore. Carolina Villa absent.

 

Staff present:  Dick Warner, Priest; Andy Atkinson, Deacon; Bonnie Yeakey, Treasurer; and Barbara Zenobia, Vestry Clerk.

 

Approval of May Minutes:  Minutes from the May 11, 2011 Vestry Meeting were reviewed. Scott made a motion to accept. Jessel seconded.  Minutes were approved.

 

Jessel moved to accept the Treasurer’s Report.   Scott seconded.  Approved.

 

General Pledge:

Pledge income for May 2011 was $15,854. up from April 2011 by $5,963.

Non pledge income for May 2011 was $2,401. down from April 2011 by $252.

Income exceeded expenses by $4,255.

General pledge is 40.04% of budget.

 

Capital Pledge:

Pledge income for May 2011 was $9,135. up from April 2011 by $5,872.

Income exceeded expenses by $4,621.

Capital pledge is 36.39% of budget.

 

Balance Sheet:

Cash in bank $65,298.

Balance of N/P on land is $283,269.

 

Noted that the utilities are coming more in line. Programmable thermostats have helped quite a bit.

 

Tax return update – Bob M followed up and apparently the said we submitted it incorrectly but were never notified. Bob and Chuck resubmitted it.   He will give it about 6 weeks and follow up again.

Our stewardship team announced we only have 14 commitments, which overall is not very supporting news. However, there is some time left. Chuck said that as vestry people we should individually commit something. Chuck is also sending an e-mail out to the LLC members reminding them they are part of the church and when they pledge it ensures that the promise of a return will be fulfilled. We still have 3 weeks left. Bob U noted that it is our responsibility as vestry members and members of the church to encourage support. Andy said that the church membership has not heard this yet. Chuck said it is a delicate balance of communications, but we have always supported very well. Most folks tend to wait and don’t think about it. Carolina will be doing announcements on Sunday and Bob U. said we should continue to communicate the needs of our church. Holly said it might be very helpful to have the folks stand up to be identified as a person to go to for questions. Dick said that the big point to the vestry is that you must be the leaders on this. You have to have ownership and commitment.

 

o       Living the Questions – 21 part video series from different walks of life. Each part can stand on it’s own. An issue is presented and then group discussion follows. We can put the upcoming title for the next week out.  Costs $295. Promo video on google – just go to “Living the Questions”. Andy, Chuck D, and Jamey will rotate program leadership along with Michael. Need to get the particulars lined up. 

o       Financial Peace Universal – Dave Ramsey, program developer, went broke early in life and then obtained financial security. Imagine what the people of God could do for God’s people if they were debt free. For personal finances. Average amount of money that people going through the program save in the first weeks is $8100. It does tie in at the end to stewardship. Goes through everything from mortgages, college, etc. Biblically based. You can open it up to the community and not just the parish as an opportunity for outreach. Andy said that it has been done in several churches. 13 sessions. $299 for the packet and then the people pay $93 per couple plus 7% tax. Sessions begin with a video and then break out into small table groups for discussion. Linda asked about subsidizing the $93 cost. Could look at it on a case by case basis. Would like to start this in Sept. and would take place on Wed night. Andy said he would purchase the $299 packet and teach it as well. Great way to introduce the church to the area as well. Linda moved to purchase the program and subsidize individual enrollment up to 50%. Carl seconded. Motion approved.

 

Dick’s comments:  

a)      Services Update – 8:00 / 10:15: 8:00 service is continuing to do reasonably well. The Wednesday Eucharist service continues to do about the same. Very pleased overall. The time change has not proven to be as traumatic as some folks thought. This week we are starting a forum. About 9:00, Dick / Andy said they will take a topic and a cup of coffee and generate some discussion. Dick said to remember to wear red this Sunday!!! Pentecost!!! This will continue until the education program begins. Not a lesson, it is discussion topics. 

b)      Music Director - Jamey and I did meet and discuss the past year. Wrote up a statement and it was signed and in Holly’s possession. She will discuss this later in the meeting. Very productive and very encouraged by his attitude and desire.

 

 

a)      Memorial Garden / Columbarium Update – Carl and Bob distributed a package on the Memorial Garden. Please read and we will discuss and vote on it at next month’s meeting. A second packet was distributed on costs. Information is self-explanatory. Columbarium layout over on the table for viewing. Would like to do a kick-off mid July. By that time, Ted will have an estimate of the total outlay necessary and present to vestry. Not a fund-raiser.

b)      Front of Church – Had a lot of people look at the portico designs and have received many favorable comments regarding the addition of a cross, etc.  Noted that we have a person who has offered to build it, all the church will need to do is get the plans approved, get a bill of materials priced, and supply the materials. We will have to have plans and offer it up for contributions.   Chuck suggested getting a clearer idea of what we want prior to moving forward with design development, perhaps a portico committee. Should only take one or two meetings with 3 or 4 people. Agreed. Danny, Chuck, and Jessel will look at it and come up with something. 

c)      Fred Hammond has asked if people would stop feeding the geese as they are leaving quite a mess particularly around the front door. 

d)     Supply Service Search Update – Bob U said that the Committee has met several times. Right now two people are being reviewed (Jerry Gallagher and Richard Banks). Bob has asked the Committee to begin interviewing these candidates with structured questions – skills, experience, managing a lay-driven church, youth experiences, and to get a solid feel of their background, management style, etc.   Aim is to have one or two people for the Vestry to approve – aiming for July is possible. Vestry would make a decision. Would then come out with a letter of agreement for the individual. 

 

 

a)      Property Updates – Septic Tank Fill – It will get done when they can get the equipment back there for the Memorial Garden.

b)      Reorganization of Vesting Area and Closets – Suggestions resulting from the walk through done by Chuck and Barbara were reviewed.   Highlights: Bookcase for adult education room, moving vesting to the sound space in the Worship area and moving tables, etc. over to where the chairs are kept. Noted that once the books are out of the closet in the Adult Ed Room, that closet can be reorganized. 

 

a)      Vestry Person Job Revisions for both Services – Carolina Villa – Jessel has offered to share the 8 am service responsibilities with Chuck. Adult education room is warmer than the rest of the building. Looking to have a ceiling fan installed per Danny. Hire an electrician and have the fan installed. 

b)      Web Site Updates – Linda / Floyd – Linda and Floyd will meet to review everything on the 16th. Video for the stewardship presentation is up on the site. Going to try and get Sunday service videos up as well. 

c)      Music Director Contract Renewal – Holly – Jamey’s job description and contract were distributed. Page 1 is the older one; Page 2 is the new. Evaluated his performance and meeting his contract expectations, which he had done very well. This was the first year he worked with a contract and written obligations. Holly reviewed in detail points with Jamey. In addition to the music, Jamey is involved with the youth. He goes beyond just the engagement in this building. He attends events that the parish youth are involved in. Will be taking some young adults on a mission trip. Holly spoke with him about the time commitment on a weekly basis. He is very committed to Holy Cross. Holly said what we currently pay him is averaging $10/hour (roughly $15k). In looking at other churches last year, Bob U said, for a church our size, the salary was $20k-$25k. Jamey is a real asset to the church. Holly is suggesting that we also provide feedback to him via a Vestry liaison and have him meet with the rector and perhaps the Sr Warden on a twice a year basis. Linda moved that Jamey be hired for another year and his compensation be raised to $20k with interaction with a vestry liaison for guidance. Danny seconded. Motion passed. New contract will begin June 1^st. Vestry liaison for Jamey will be Holly.

d)     Memorial Book / Board (donation history) – Carl / Linda – Carl said he has a list of donated items that is currently at 59. Did go to the trophy shop to get a price for a plaque (72 spots – one is $500 and one is $279). Proposing that we spend the $279 and order the plaque and have it in place Dec 14^th/15^th. Tags are 7/8” high by 2 1/2 “ long. Scott moved to authorize the purchase. Bob seconded. Motion approved.

e)      Newcomer Board – Linda – Roni Hursthouse has worked on it. After a newcomer receives a welcome from the rector, an email will go out. Also putting a note in Holy Crossings, etc. Newcomer Board will be updated regularly.   Approved by majority. 

 

a)      None.

 

Closing Prayer:   

Bob Underwood adjourned the meeting and once again thanked everyone for their support.

Devotional: Meeting opened with a prayer from Fr. Warner.

Roll Call:  Bob Underwood, Sr. Warden called the meeting to order and took roll.

Vestry attendees were:  Bob Underwood, Lenora Norris, Carolina Villa, Holly Blankenship, Chuck Harrill, Linda Lashley, Scott Yeakey, Carl Beckett, Jessel Wilder, Floyd Benfield, Danny Hooks and Bob Moore.

 

Staff present:  Dick Warner, Priest; Andy Atkinson, Deacon; Bonnie Yeakey, Treasurer; and Barbara Zenobia, Vestry Clerk.

Guests: Carolyn Moore and Michael Cobb

 

Approval of April Minutes:  Minutes from the April 13, 2011 Vestry Meeting were reviewed. Carolina made a motion to accept. Floyd seconded.  Minutes were approved.

 

Carolina moved to accept the Treasurer’s Report.   Jessel seconded.  Approved.

 

General Pledge:

Pledge income for April 2011 was 9,891.50 down from March 2011 by $488.

Non pledge income for April 2011 was $2,653. up from March 2011 by $758.

Expenses exceeded income by $711.

General pledge is 29.88% of budget.

 

Capital Pledge:

Pledge income for April 2011 was $3,263. down from March 2011 by $1,123.

Expenses exceeded income by $2,017.

Capital pledge is 24.25% of budget.

 

Balance Sheet:

Cash in bank $58,151.

Balance of N/P on land is $285,602.

 

Questions - Jessel said under general operating transfer to organization (Bonnie said it is a pass through and goes out immediately). It is a wash. Income is 2613 and out was 2612.

Few months ago, Frances approached her about updating the parish directory. Looking at self-publishing and using Staples and Office Depot for printing. The cost of printing would be quite significant plus the time consuming for binding, etc.  Price was .49 per page at Office Depot. Wind up being approx. $10 per book. Gets very expensive. Contacted Olin Mills and the rep came and spoke to our comm.. NO cost to us at all. Hoping that some people would order picture packages but not imperative. Each family will get a free 8x10 picture. We would also get 40% more directories than those that take pictures. Will have an online directory as well and it will be linked to our website. They provide a CD with step-by-step instructions for putting on the website.  We can add new members anytime for updating. We can also printout an addendum from the website as necessary. We get 7 pages free that we can use for parish activities, pictures or descriptions of ministries. They will also provide unlimited pages for families in the military. Bonuses are available for 1000 visitation brochures, 1000 postcards, etc. We should schedule pictures over a three day period in late August. References are good - (St Andrews on the Sound, etc.) and all were very favorable. Olin Mills personnel are trained to be non-pressure. Carolyn also said they agreed that one person would be available on each of the days - Aug. 23-24 and 29. They set up from 2-9pm. Appointments are made and Olin Mills will contact each family with their appt time. Dick said the key is to get the people behind this process and make and keep their appointments.    Definitely put something in the newsletter and talk it up. One of the really nice features is that we can keep it updated. 

One of the most important programs is our Christian Education. Michael’s future thoughts are: Pancake breakfast was the first activity. It was our children’s idea to begin with. J2A is something that we need to keep in mind for next year. Want to generate interest and come up with ideas to keep them interested and stimulated. Christian Education dept. (as far as the teachers are concerned) will end this Sunday. Looking to provide a week for a vacation bible school. Two adults should be available for the entire time. Parents can leave their children and do other things or they can stay for an adult class. Michael said he gave the older kids (Winners, etc.) ideas for the younger kids as guides and they will hopefully come up with suggestions as well. Have a curriculum to use as the base and then we can insert different ideas as they come up. Dick supports J2A as does Linda and Floyd. Takes a lot of dedication on the part of the mentors. Level of excitement for the program is very evident with the Winner’s and they have previous experience as well  - which is such a bonus - Thomas/Matthew/Juliana. Both of the young ladies in the band might be interested as well. If we have a high presence we will get more kids to come. It’s all about training and communication. Regarding our Adult Sunday School – we want to make it pertinent to special events and use a curriculum (films, etc.) also is able to function if the leader is not here. Advent and Lent of course are the two main seasons but there will be others as well. Would actually like to begin this program soon. Bible study will be Tues nights and separate from this. Bob asked Michael to think about an article for the newsletter on a continuing basis. Linda questioned having another person who would help Michael with the scheduling, etc. Michael said he has a person already and is very interested in her continuing. Michael said his goal is for the total program to be self-sufficient. Discussion ensued as to the possible need to continue some type of program for the children during the summer. Floyd said that last summer we did a very relaxed curriculum (veggie tales, etc.) for them. Don’t think it is a bad idea to have the kids in the service but might be a good idea to have a place for them as well. 

Chuck, Mark, Bob Moore, Harold, and Randy have been working on this non-stop in the past week. Minutes were distributed along with a guide for the presentation, which will be done on Sunday. Will have pictures, flip charts, etc.   Are trying not to concentrate solely on the figures. Will speak to the vision and what we are doing with the funding. Membership growth, pledge units, paying off the land debt in five or less years are our focus. What Harold is going to say (current pledges and those that have been here a year or so have not had a chance to commit to pledging, and new parish members) is asking those that are currently pledging to extend to 5 years if they can. We are optimistic due to the success of the Operating Campaign. We want people to understand the capital – paying down the land debt. Bob U. said that we have just begun to use this building and land. We are after commitment and not just money. We pray people will believe in our church, have faith in our outreach to our community, and support our development to do so.   It is possible to expand our land/building to include the burial columbarium, a portico for the building itself, and a Christian Education building to move our youth programs with a facility that supports development of our youth and young people. These are things that are in our future. This presentation will be after the 10:15 service. Chuck asked for as much Vestry participation as possible on Sunday. Bob Moore said that if anyone has any question about where they are in their pledges, please refer them to him. Bonnie said she can run fresh statements and have everyone pick them up on Sunday.   Idea is to replace the current pledge with a fresh five-year (replacement pledge). 

            Worship Committee Updates and Scheduling – Worship Committee met May 4^th. Went over the first 8:00 am service (18 people in attendance). The committee feels this is a really good start. Think it will be good for the summer. Are going back to the baked bread (J Scott will lead the team in a cooking class here with this oven for consistency).  With lay readers and altar guild we have had a little glitch – the lay readers did not show up. Have reemphasized to the readers that if they can’t be there they need to get a replacement. On May 29^th at 10:15 we will have a U2charist here. Jamey is prepping the musicians. Andy said they will be publicized so that those that do not want to attend can go to the 8am service. Powerful lay ministry for healing (Daughters of the King) – Andy will be writing an article for the Stevens Ministry. Goes out to people who are traumatized either physically, emotionally, etc. Regarding the Cross mounted on the wall behind the altar – have decided to hold off on this as it would limit the use of the worship space layout. We really need to have a cross over our church at the entranceway to show people we are a church, first and foremost.  We have the ambo and two tables – might be blessed this weekend – Andy said that Ed will do it. Dick said that the vestry should entertain a motion of deep thanks to Andy’s brother for all the work he has been doing with these building projects. Carolina motioned, Jessel seconded. Motion approved. Chuck said how about a plaque on these items. Noted that there is a plaque on the altar. Dick once again said that we need a board with plaques as to what has been donated and by whom.  Need to track.  This will be a project for the administration team. Carolina motioned that we release what funding is necessary to get a memorial board going. Specifically, Linda will work with Carl. Motion seconded. Motion approved.

Dick’s comments:  

a)      Services Updates – 8:00 / 10:15: Feel good about how the 8 am service has started. Have asked for feedback and suggestions. Seems to be going well.

b)      Search Updates – Chuck Dierling and the committee. have scheduled some people to come in. Gerry Blackburn has been scheduled on purpose to do a service. Richard Banks will be here on June 5^th. They are working hard to fill the dates open.

c)      Music Director Update – communicated with Jamey to look at his current contract and provide a statement as to what has been accomplished and what his goals are. Have not received it as yet.  Jamey’s contract is running out June 1^st. Bob U. suggested extending this for a month. Carolina moved to extend Jamey’s contract by a month. Carl seconded. Motion approved.

d)     Vestry received a letter from the diocese from Canon Stockard reminding each of the parishes to add $15 per week to their pledges. 34 parishes have responded positively but we have not responded as yet. Diocese is running a deficit. Would amount to about $780 in addition to what we are currently doing. Linda motioned to increase our pledge by $15. Carolina seconded. Motion approved. Bonnie asked when should this start. Dick said however we want to handle it. If we can write a check now, do it now.  Bonnie said she sends it once a month at the beginning. Details will be worked out and a check will be sent. Bob Underwood will notify the Diocese of our support.

 

 

 

1)      Ministry Updates -

a)      Memorial Garden / Columbarium Leadership Update – Fred does not want to lead the team any longer as it is now going into an area with permitting that he does not feel comfortable with. Carl said that we also need a couple of people added to the committee. as a few have dropped off. Bob U. said that he will see if we can get more information out to vestry and to our congregation. This is a wonderful program, we have 30 interested and certainly gives us and our property a real home / church lasting feel of full service. It also offers an option for those that prefer ashes in a columbarium or in the ground. It is low cost and provides all with a very prayerful and beautiful setting.   We are given a task – it is important that timelines be given and we move forward with our programs. Vestry needs to ask for a progress report and this should stay on our agenda. Without one, we run the risk of losing momentum, etc. Monies previously approved and the permitting is under way – thanks to Ted Guilford for his expertise and continued work and support.   Carl is of the opinion that we are ready to present the plan to the Vestry once the land use permit has been granted.

b)      Video of Sunday’s capital campaign – Floyd said that it is possible. 15 min is what our website can handle (video/audio). 

c)      Administration / Website – Linda Lashley – Sue Gibson is a new member of the team. Hoping to have a person added for Thursday.   Newcomers bulletin board and now the memorial board. Linda and Floyd are working on loading the website with the photos. Chuck Harrill said he will be happy to answer pledge questions after the presentation should the admin team receive any calls.

d)     Church Directory Approval – How do we – Carolina moved to move forward with the directory. Carl seconded. Motion approved.

e)      Music Contract Renewal – Bob U and Dick will contact Jamey to remind him to submit accomplishments and goals as soon as possible.

 

 

a)      Property Updates – Septic Tank Fill / Land Clearing – Danny said the septic tank was drained. Have plywood covering it. 

b)      48 new chairs. The vesting room is very crowded now. Fred and Danny said they would like to purchase a small building to hold the excess chairs. Need to clear some space. Got some prices – wood building to go with what we have with floor 8x10 – $798, 12x8 is $1000. Could go with a steel building which is cheaper but then we have to build a treated wood floor. Need to have the chairs close by. Bob U said that he does not like to continue to spend money on storage, not in keeping with our vision. Linda moved that we give one month to try and solve this problem. Bob U asked for this to be put this on old business next month and revisit. Chuck said perhaps we could get a couple of people to take a look at this situation and come up with a suggestion. Actually it will be Chuck and Barbara – will look at this space next Wednesday.

c)      Garden Bed Upkeep (parking and church building areas) – Bob U will send a note to Chuck D about team communication. Said, we must keep our beautiful property up to date and presentable to all.

 

 

a)      Vestry Person Job Revisions for two services – Carolina Villa. Sent out the e-mail. Basically you need to be here by 7:45 …… Need to decide on a secure location for holding money. Need to have two people for counting money. Separate 8 AM count per Chuck. Got to be consistent and to make sure that the people that are scheduled are here to do the duties and if not find replacements… Chuck said he will be the 8 AM Vestry person and if he can’t he will find his replacements. Add the word guideline to the top of the responsibility list that Carolina distributed. Carolina said also that whoever is at the 10:15 service, they are responsible for locking up. This will be on the old business to revisit next month.

b)      Andy – Are we planning anything for Dick for his last service in August. Andy said he has been so blessed to be with Dick and Ed. Dick has been the best. Thought is to do something right after the service. Need to let him now how thankful we are to him. Bob U. will add to the old business for next month.

c)      Service Member Support – Scott Yeakey – The DAV has contacted him to solicit for “boxes of love”. Want to know if Holy Cross wants to participate (canned mean, extra socks, toothpaste and brushes, etc.) Do we want to support? How do we want to support – ie contribute items or contribute money. Suggestion was to have a special collection for this. We should make an announcement for a loose offering. Memorial Day / 4^th of July / Veterans Day. Let’s try Memorial day which is totally appropriate. Loose cash – non-pledged cash.

d)     Copies of Rector Letter of Agreement – distributed.

 

 

a)      None.

 

Closing Prayer:  Scott Yeakey led the Vestry in the closing prayer.

Bob Underwood adjourned the meeting and once again thanked everyone for their support.

 

 

Devotional: Meeting opened with the Vestry prayer.

Roll Call:  Bob Underwood, Sr. Warden called the meeting to order and took roll.

Vestry attendees were:  Bob Underwood, Lenora Norris, Carolina Villa, Holly Blankenship, Chuck Harrill, Linda Lashley, Scott Yeakey, Carl Beckett, Jessel Wilder and Floyd Benfield. Danny Hooks and Bob Moore were absent.

 

Staff present: Dick Warner, Priest; Bonnie Yeakey, Treasurer; Barbara Zenobia, Vestry Clerk

 

Approval of March Minutes:  Minutes from the March 10 regular Vestry Meeting and March 27 special Vestry meeting were reviewed. One correction was required.  Becky Underwood should be titled “substitute clerk” in the March 10 minutes. Scott Yeakey moved to accept minutes with change. Carolina seconded.  Both sets of minutes were approved.

 

Treasurer’s Report – Bonnie Yeakey:  Bonnie e-mailed the financial reports to the vestry for prior review and reminded the members to e-mail her with their questions in advance of the meeting. This will allow her the opportunity to bring supporting explanations with her to the meeting. Highlights are as follows:

 

First, we spent $3,000 more than we took in due to receipts being down a bit and electric rates being  higher than expected.   Had some flood lights installed and that might contribute to the higher usage.   The Yard & Bake Sale did quite well totaling $3,038.   It was noted that we now have a beautiful asset in our new kitchen. Although not a budgeted item, the funds for the kitchen came out of the capital pledge which was vestry approved.   People really stepped up with funding our kitchen.   Discussion ensued regarding a semi-commercial ice dispenser with a cost of approx. $2,500.   The Vestry decided that this item will not be pursued.  Bonnie added that we are paying $1,100 over our usual land loan payment.  We are still waiting for the sales tax refund and, when received, it will be applied to this as well. Carolina moved to accept the Treasurer’s Report.   Jessel seconded.  Approved.

General Pledge:

Pledge income for March 2011 was $10,379, down from February 2011 by $2,265.        

Non pledge income for March 2011 was $1,895.00 down from February 2011 by $443.

Expenses exceeded expenses by $3,132.

General Pledge is 23.40% of budget.

 

Capital Pledge:

Pledge income for March 2011 was $4,385, down from February 2011 by $1,375.

Expenses exceeded income by $11,245.

Capital pledge is 20.06% of budget.

Money spent YTD on Break Room is $13,034.

 

Cash in bank $ 56,682.

Balance of N/P on land is $287,880.90

Dick’s comments:  Prior to updating the Vestry on the last Worship Committee meeting, Dick noted that the tent by the deck will be coming down so the grass may be repaired. The ground needs to be aerated prior to reseeding and, to this end, he has brought his aerator to be utilized for this purpose.

1)      Worship Committee:

a)      Maundy Thursday will begin with a simple supper (soup, salad, bread). Pat Harrill taking care of it.  Dick asked Bob to remind all on Sunday to sign up. Following supper, we will do the foot washing and then move into the worship space for the Eucharist ending with the stripping of the altar. Dick noted that this is the most important service that he participates in. He will ask for quiet as the stripping occurs and as everyone leaves. 

b)      Easter vigil will be at 6:15 am on the deck or inside depending on weather followed by a continental breakfast. 10:15 am will probably be the start of the Easter service with 3 stations for Eucharist. Dick noted that he has a baptismal request from someone in the military and he has agreed to perform this during the Easter service.

c)      May 1^st we will begin a 2 service schedule. Priest doing the 10:15 will do the 8:00 (no music). Linda noted that Miriam will take the 8:00 service and the regular Altar Guild schedule will be in effect for the 10:15. 

d)     Search Committee is working to fill four Sundays that he will not be available. This will be an opportunity to assess candidates for replacing him. Thinking is that after August supply priests will be utilized until an interim priest is decided upon. Some supply priests are identified by the diocese. Dick explained beginning Sept 1st you can bring on board 1 or 2 priests to take care of the Sunday’s that he normally did. This will give the Search Committee the time to identify those individuals that might be interested in serving Holy Cross for 12 to 24 months. Hopefully, this person will be on board by January 2012.   The new priest will be working under a specific letter of contract. We may be looking at 2014 before we are able to have a “full time” priest. Bob noted that Jerry Gallagher is very interested in doing all he can for us and it is comforting to have someone out there who we already know and fee comfortable with and who is interested in us.

 

 

a)      Parochial Report – Copies of a recently submitted Parochial Report were distributed. A copy will be attached to the minutes for filing.

b)      Collections – Discussion ensued about Vestry teams being responsible for counting monies. We currently have a system of checks and balances with 2 Vestry members being present. We need to consider how we will handle the monies collected now that there will be two services. Carolina offered to write up a procedure for review at the next meeting. Following discussion, it was decided to table the procedure development until we have a month’s history of services to determine what needs to be included.

c)      Holy Cross will be hosting a Deanery meeting on May 10^th. The meal preparation committee will be requested to provide a light lunch along the lines of what was provided for our last visitors. Bob said that he expected the visitors to arrive approximately
10:00 am and leave by 1:00 pm.

d)     Land Use Permitting – Overall land use permits need to be obtained for the Christian Youth Center (Garage) as well as the Columbarium before we are able to move forward. Estimated that the permit will cost $2,000. Chuck made a motion to approve a $2,000 expenditure for the Land Use permits. Carolina seconded. Motion approved. Discussion then ensued as to whether this money comes from capital. Carolina said that proceeds from the yard and bake sale were designated 50/50 for the youth center and the columbarium. Linda moved that the Vestry approve the funds for the yard and bake sale go to the land developments and mutual expenses for the youth center/columbarium. Carolina second. Motion approved. Bonnie requested that when receipts are submitted to her that the reason should be noted. Bob moved that if an expense report is not submitted with the receipt no monies should be reimbursed. Lenora seconded. Motion approved.

e)      Christian Youth Center/Columbarium – Bob noted that he has been listening to comments concerning development of the Christian Youth Center and the Columbarium and has come to the conclusion that the Christian Youth Center should be put on hold until we have full costing and know the scope of this project. This is a very important project to the life of Holy Cross and requires someone to take leadership. However, we have so much going on at the present time that leadership for this project requires heavy involvement into land permitting, drainage, costing, and communications and he wants to be careful we use care and know the details before we move forward. We have plans and the Building Committee has given their approval but it is necessary that funding be in place for this Youth Center prior to its construction. The costs may be near $50,000 and $60,000 and that is not available at the current time. Additionally, we hope to have a youth program clarified. Linda moved that the Youth Center be placed on hold until both the funding identified and a youth program in place. Scott seconded. Motion approved. It was suggested that, in the meantime, the plans be posted so that the congregation can see we are proceeding slowly identifying expected costs and timing. The Columbarium will proceed also after proper costing and permitting.

 

 

a)      Administration/Website – Linda reported that the newsletter and past Vestry minutes are now available on the website. Additionally, she noted that she has asked Jamie to develop something on the youth programs for posting as well as it needs some visibility. Considerable discussion ensued concerning the youth program and Christian education. Bob suggested that perhaps a meeting should be held with Jamie, Michael, Lenora, and possibly Dick, Floyd and himself to decide what we hope to be in place by the fall. It was also suggested that Becky be included in this discussion. Lenora will try and arrange this meeting. Linda further noted that the office schedule is in place and the teams have had some telephone calls. 

b)      Capital Campaign Status – Chuck reported that the Capital Campaign is scheduled to begin on Sunday, May 15 with focus being placed on “pay off the land debt”. Balance on the land is $287,000. It is hoped that we can get people who committed for 2 years to recommit for 5 years. If successful, think we can pay off the land in 5 years. Have other ideas that are being discussed but we will have a kick-off reception on May 15.

 

 

a)      No report due to Danny’s absence but Bob noted that sensor lights have been installed and we have added 18 more chairs to our supply.

 

 

a)      Time & Talent – Bob noted that this item is on hold for the present. More at a later date.

 

 

a)      Dick’s Contract – Bob noted that Dick’s contract will expire shortly and needs to be redone with effective dates from June 1 through August 28. Dick said that his contract would be identical to what is currently in place except that the housing allowance would be increased from $1378 to $1400 per month. Discussion ensued with the Vestry stating that Dick has been invaluable with the development and direction of Holy Cross. Linda made a motion to increase the allowance to $1600 per month from June 1 through August 28. Chuck seconded. Motion approved with gratitude from the Vestry.

b)      Trinity Center – Bob noted that we have to give a commitment to Trinity Center for 30 reservations for a parish retreat in October. Total cost is $72.00 per person per night. Discussion ensued noting that the in-house retreat we did here at Holy Cross was very insightful and meaningful. Perhaps we should consider reducing our commitment to 15 reservations and holding another retreat on-site. Carolina moved to reduce our commitment for October to 15 reservations. Scott seconded. Motion approved.

 

Closing Prayer:  Bob Underwood led the Vestry in the closing prayer.

 

 

 

Devotional: Jamaican Prayers of the People

Roll Call:  Bob Underwood, Sr. Warden called the meeting to order and took roll.

Vestry attendees were:  Bob Underwood, Bob Moore, Carolina Villa, Danny Hooks, Holly Blankenship, Jessel Wilder, Lenora Norris, Linda Lashley, Scott Yeakey, Chuck Harrill and Floyd Benfield. Carl Beckett was absent.

 

Staff present: Dick Warner, Priest; Becky Underwood, substitute clerk; Bonnie Yeakey, Treasurer

 

Approval of February Minutes:  Two corrections were required. The first, on page three under Ministry Updates, Linda requested the addition of Judy Guilford’s name as a primary administrator.  The second, on page four under Yard/Bake sale, Carolina requested a change to the wording from “all monies raised will go towards the youth center” to “It was suggested that all monies raised go toward the youth center and the committee will most likely agree, but they haven’t discussed it yet”. Jessel moved to accept the minutes as corrected. Scott seconded the motion and all approved.

 

Treasurer’s Report – Bonnie Yeakey: Bonnie e-mailed the financial reports to the vestry, prior to the meeting, for review. They are as follows:

 

Bonnie reported on the finances. Linda noticed that the power bill was higher than usual which prompted discussion. She mentioned instances where she felt the lights were used excessively and said we should encourage members to turn off the lights when leaving a room or the building. Jessel commented that although turning the lights off is a good habit, lights really don’t use that much power. He said the heat and air uses the most power. Therefore he recommended tighter regulation of the thermostats. Danny said the thermostats aren’t locked, with a result of lots of people adjusting them to suit their own comfort zone. Fred Hammond sets the thermostats before services and meetings at a temperature suitable for all. Suggestions were instead of locking the thermostats, place a note on them asking people not to adjust them as well as publishing the costs of running the heat and air in the next newsletter, making people aware of the issue. Danny said he would take care of this. He said the thermostats are set for 64 degrees now.

Pledge income for February 2011 is $12,644.., down from January by $70.

Non pledge income for February 2011 were $2,338., down from January by $58.

Income exceeded expenses by $2,046.

General Pledge is  16.60% of budget.

 

Pledge income for February 2011 is $5,760. Up from January by $255.

Kitchen cabinets cost $6,579.

Expenses exceeded  income by ($5,175.)

Capital pledge is  14.44% of budget.

Chuck asked how much money has been donated for the Kitchen renovation. Bonnie said she has approx. $2,400 in the kitchen fund that she will apply to the kitchen expenses.

 

Cash in bank $70,496.

Balance of N/P Land is $295,345.

Jessel suggested a payment of $10,000 go toward the note on the land. Bonnie said the decision had been made to use our expected tax refund, $21K, on the note. The tax refund was requested from the State yesterday, March 9. Chuck and Bob U. said there is no way to know when it will be received. Following discussions, Linda made a motion to pay $5,000 on the land by March 31. Chuck seconded the motion and all approved.

 

Carolina made a motion to accept the treasurer report as presented. Lenora seconded the motion and all approved.

·         Wood cross follow-up

o       Bob U. asked Dick if the Worship committee had discussed the wooden cross Ted and Judy Guilford wants to donate to the church. The cross would be placed behind the Altar, within the sanctuary. Dick said the worship committee hasn’t discussed it yet and he hasn’t seen the cross design yet. Bob said he will table the subject until the Worship committee comes back to the vestry with more information.

·         Long Range Plan discussion

o       Dick distributed a letter stating that he will resign as our lead rector August 28, 2011. Dick said he has been in a number of discussions with Bob, Frances and a small number of others and has devoted himself to deep prayer on the subject. He believes this is the right time to end his formal association with Holy Cross. He said it will allow Holy Cross to spread our wings ever wider and fly even higher. He said the last several years with us have been some of the happiest and most fulfilling in his life and he thanked us for the opportunity of serving the Lord in ministry with us. He recommends that we find one or two additional supply priests to start upon his departure and carry us to the end of the year. We can then contact the national church and ask them to help us identify priests who have retired, but still want to work as a priest. From this pool of people, we should be able to find someone, similar to him that would serve us a couple years until we can afford a full time person, around 2014. He said the Diocese has made it clear that this process cannot begin until he leaves. He said August gives everyone time to get used to the idea and gives us time to find supply priests. His suggestion of supply priests in the interim is because it gives us more control over our destiny. He said our Diocese will probably also suggest priests that can serve us for a specified time. He said the reason he chose the end of August was because September 1 is the beginning of the liturgical year and would be a good time for a new person to start. Jessel asked if we need to start searching for a priest. Bob U. said we have already formed a search committee, which Chuck Dierling is in charge, and he has asked them to meet next week to start discussing our options. Dick said it is important to find someone who fits Holy Cross. Bob Moore asked Dick how many supply priests are out there for us to choose from. Dick said we have already identified three priests who may be interested. Dick said the pool isn’t very large and the demand is high. Bob U. mentioned we have Andy, Ed, Jamey and Jerry, which are great assets. Dick agreed, but told the vestry to keep in mind that Andy’s assignment is set by the Diocese and they could move him to another congregation at any time. Michael Cobb was mentioned as a replacement for Dick and Dick said the Diocese doesn’t want Michael to serve us full time because he came out of our church. Typically, priests aren’t allowed to do this. Bob asked Dick if he could come back and preach periodically, as a guest priest. Dick said that is a possibility, but the break needs to be clean so that the congregation can get used to the new priest. Dick said he and Bob will meet with the search committee next week. He also suggested publishing his letter in the April newsletter. Holly suggested we disseminate the news sooner and possibly in an e-mail, but following discussion, agreement was that the search committee needs to meet first and devise a plan.

o       Before leaving the meeting, Dick commented on Bob U. subject of “maximizing worship space”. The worship committee has discussed having two services on Sunday to help alleviate large crowds at the 10:00 service. He said summertime is a good time to try this and be willing to do it this summer. Bob U. said we are averaging 120 people at the Sunday service now. Danny and Bob Moore mentioned a concern of lower attendance following the news about Dick. The consensus of the vestry was that the current membership will move through the transition well, and that people will step up to the challenge maintaining our lay minister mission. The consensus was appreciation of Dick helping us with two services this summer and that we should try it.  

·         Worship committee updates & scheduling – Andy was absent, but Dick said the committee did not meet in February anyway, so nothing to report.

·         Maximizing Worship Center

o       Worship team will meet next Wednesday to discuss.

·         Trinity Scheduling

o       Bob said we have reserved Trinity Center May 5, 2012 for a church retreat. He said Jim Scott would like to handle all of the arrangements for this as well as helping plan the event. The vestry agreed to let Jim handle this and is very appreciative of his dedication and ministry in this area.

·         Parochial Report Submitted

o       Bob reported that the Parochial report was submitted on time. Bob thanked Bob M. Bonnie and Ted Guilford for their work on the financial side and Becky Underwood for her work on the people side as well as filing the information with the Diocese.  

·         Ministry updates

o       Linda Lashley – Administration/Web Site

§         Linda said the new weekly administration is going well. She said there has been a lot of administrative work for the volunteers to do while at the church building. She would like a few more volunteers and asked the vestry to talk to people about volunteering. Danny asked her when the admins. are at the building. She said they are there Monday through Thursday from 10:00 to 1:00 and Friday from 3:00 to 5:00. Bob asked Linda to continue to communicate these times to the congregation through website and the newsletter. She said it is in the bulletin and the newsletter now.

§         Website: Floyd trained Linda on updating the website pages, adding and revising content. She has been working on it and feels the website is looking good. She encouraged the vestry to look at it and offer feedback and suggestions. She and Floyd will be adding e-mail addresses soon for 20 different users. These addresses will be given to key leaders within the church for disseminating information to the Parish. The vestry agreed that the website address should be as visible as possible. It is currently listed in the bulletin and the newsletter. Another suggestion was to put it on the sign in front of the church. Lenora felt the church should have an active Face book page as well and said she would take charge of it. She will meet with Steph Lancaster on this.

o       Ministry Brochures

§         Chuck Harrill reported that with the help of Linda and Becky, the ministry brochures have been updated and are ready for distribution. Linda said she thinks we should give these out, with the bulletins on Sunday morning. Chuck said he would print more copies for this coming Sunday.

 

·         Job Fair / Ministry Fair (following services)

o       Bob U. suggested a ministry/job fair. His previous church did this and it was a good way of making parishioners aware of all the ministry programs for the church. It could be done on a Sunday afternoon following church services, having a table for each ministry to show their purpose and actions. This is a good way to get new people involved. Scott mentioned we have a birthday coming up for the opening of the new building and suggested we incorporate a ministry fair into a celebration day, with an Agape meal and cake.  The vestry agreed that this should be done.

 

·         Property updates – Kitchen, Garage Renovation, External Lighting, Greenery upkeep

o       Danny received an estimate on outside lights. Flood lights and motion lights (on the building) is $2,000. The vestry felt that motion lights may be overkill and wanted the flood lights only. These would be placed at the back of the property. Bob U. asked him to get a price on the flood lights only.

o       Danny said he and Chuck Dierling thinks it would be better to use mulch in the beds around the building instead of pine straw. The vestry agreed that the mulch would be better. Danny will move forward with the mulch.

o       Danny said maintenance needs to be done on the lawn mower. He has arranged a repair person to pick it up and service it.

o       He said he will start scheduling work teams once per month now that the weather is getting warmer.

·         Additional chair purchases

o       Danny checked on the additional chairs we need and Lowes has them for $20 each. He plans to talk with the manager there and ask for a quantity discount, but feels we need to purchase these before Easter. Bob Moore said he gets a military discount at Lowes and Becky said the church has a Lowes gift card worth approx. $245 due to a 10% discount received on the kitchen appliances. Danny said he will use these discounts and try to get the lowest price possible. Jessel made a motion to have Danny purchase 50 chairs. Chuck seconded the motion and approved.

·         DOT reimbursement

o       Bob U. reported that we have a $1,000 refund coming to us from the DOT because we have completed our drive way. This was a deposit required for connecting to a County road.

Old Business:   None

·         Scott Yeakey – Service Member Support

o       Scott reported that Mike Cooper and John Bennett are providing prayer books for our parishioner families in the military. Scott wrote a letter to go along with the gift and will be sending these out. Scott asked if he could post their addresses on the bulletin board and all agreed. Chuck said we could put it on the website as well.

 

·         Gardening at Holy Cross

o       Becky Underwood asked the vestry for permission to have a cottage garden on church property. The participants of the garden would fund and maintain it. The vestry approved the garden.

Prayer Closure:  Bob U. led the closing prayer.

Bob Underwood adjourned the meeting and thanked everyone for their input.

 

 

 

• Convention Summary – Bob said, all in all, it was a very informative convention and well worth Holy Cross’s participation. He noted that Bob Moore should put his name in for attending next year. One of the agenda items discussed was Trinity Center. Bob would like to encourage that we continue to send groups to Trinity Center.   Jamie Graves took a youth group last year with very positive feedback. Jim Scott has volunteered to work on Trinity events this year. Additionally, Bob added that he was nominated and approved for a Trinity Center Board position with a 3 year term. 
  
  
• Visitors -  Prior to coming here this evening, he received a call from a church in Lynchburg VA requesting a visit on February 16 to examine our lay driven parish and understand our development process. It is hoped that our founding members will be able to attend and provide insight.
  
   
• Parish Profile/Study Results – The Parish Profile has been submitted and a review is being arranged with Canon Stockard, Dick, himself and possibly Chuck Dierling. 
  
   
• Ministry Updates –
  
   
  • Linda Lashley – Administration – The Administrative Assistance Committee had their first meeting with Linda as the Vestry Liaison. Result is that we will have administrative office presence available Tuesday through Friday for 3 hours per day.   Carl, Linda, Judy and Barbara will be the primary person each day with one more person needed for the last day. Additionally, Milton will be available on Monday but this will not be on the schedule. We will be putting a notice in the bulletin and newsletter asking for a secondary person for each day as well. The Committee also suggested having coffee available one day each week to really welcome visitors. Danny will take care of providing keys and Chuck will arrange for entry codes for all involved. It is anticipated that this coverage will commence as soon as the teams are assembled, hopefully early in March, with a schedule being circulated in the near future. 
    
    
  • Linda distributed descriptions and contact info for the Holy Cross Ministries for 2011. It is 90% current. Efficiency not the goal – it is involvement. She will work with Chuck Dierling on the time and talent sheets to ensure that the info is incorporated.   Chuck Harrill will work on updating the Ministry brochure tri-fold and send it to Bob for printing. 
    
    
  • Floyd Benfield brought all up to date regarding the Holy Cross website. There is going to be a new webmaster – Linda Lashley. Floyd emphasized that he will not transfer responsibilities to Linda until he knows everything is together and working. This will be a live working document for the forseeable future. We are using Ezechial as the provider and they will charge $90 an hour to train 5 people. Very nice and user friendly website and, hopefully, everyone will be happy. Floyd noted that by the March meeting he should be comfortable with turning it over. In response to a question, he said that the website will be broken down into critical parts (i.e. Christian education, youth, music, etc.) and that respective leaders should be responsible for their section. Linda will maintain the “critical eye” over the total site. 
    
     
  • E-Mails, etc. - Carolyn Moore will be taking over this responsibility from Fred. 
    
     

• Property Updates -
  
  
  • Kitchen/Break Room – Cabinets and counter tops are in the process of being installed. Hoped that this work will be completed by the end of the week.
    
     
  • Garage Renovation – Initial plans are being reviewed by the Building Committee and it is hoped that this item can be addressed in detail in March.
    
     
  • Property – External lighting. Am still waiting on our electrician to supply estimates for this work. Asked him for motion lights on each corner and for floodlights on the deck and the rear of the property. Hoped he will have this information for the March meeting.
    
     

• Scott Yeakey – Service Member Support – Crosses and prayer books were blessed Sunday for our military loved ones. Would like to have the Vestry put together a letter and have the Vestry and clergy sign them. This was a great and unexpected gift. Scott will draft a letter and circulate it to the Vestry members for comments. May want to visit this periodically (maybe once a year). Bob asked that Scott write up a paragraph on this for inclusion in the bulletin and send him a copy.
  
   
• Yard/Bake Sale – Carolina noted that the Yard and Bake sale will be April 2nd.  It was suggested that all monies raised go towards the youth center. She said the Yard/Bake Sale committee must make that decision, but she felt that they would agree.
  
   
• Prior to adjourning, Bob noted that our focus for March will be continuing discussions on maximizing our worship facility to meet our growing needs including immediate purchases. He would also like to review funding support to complete repayment of our land loan and key projects.